The Cataloging & Collections Update
News you can use from OCLC Cataloging, Collections and Metadata Services
January 2002
Batch Services
Batchloading
Steps have been taken to improve communications with members and networks:
- Hello letter. Within a few days after a database specialist signs out a new batchload project from the queue, an electronic letter is sent out to the institution and network letting them know that a database specialist at OCLC has received their project and the evaluation process has begun. The letter briefly outlines what they should expect next, and provides links to other batch related information. At this time the database specialist can clear up any preliminary questions about the batchload order form or evaluation file.
- The batchload order form has been revised. In the past there were often questions as to what information was required. Now most boxes contain pull down options to choose from. There are now links to other relevant forms and information, such as the Batchloading Guide, EDX assessment form and LDRUS information.
- Assignment of project IDs. When Batch Administration receives a batchload order form, a project ID is assigned and sent to the member using EBS, within 2 days. Members need a project ID as part of the Batchload FTP process.
New batchload services and options
Local Data Record Updating Service (LDRUS). By popular demand LDRUS has been pulled off the shelf and put back into production. LDRUS allows institutions that conform to OCLC interpretation of the MARC 21 Format for Holdings Data to load LDRs into WorldCat. As of the end of 2001, two institutions had ordered the LDRUS service and successfully loaded their files.
Datamerge function. Many international members have requested we merge Non-LC/Non-English Subject Heading into matching OCLC records during the batch process. Previously when we merged data, all eligible fields were merged, whether or not the institution or OCLC wanted the data. To eliminate the possibility of merging unwanted fields, we now have the capability to merge selected data (usually subject headings) jointly agreed upon between OCLC and the library.
PCC records. OCLC can now automatically split out PCC records from Batchload files that have been FTP'd to us through EDX on an institution-by-institution basis, eliminating the need for libraries to send PCC records in separate files. Four BIBCO libraries are currently set up with this functionality and PCC files are being evaluated for setup.
–Joanne Gullo, Doug Perkins
LDC (Local Database Creation)
Cheryl Baugess replaced Doug Perkins as product manager of LDC.
–Cheryl Baugess
Metadata Capture
The purpose of Metadata Capture project is to support OCLC’s three-year strategy of extending the OCLC cooperative. Metadata Capture will support OCLC’s strategic vision by creating an effective, flexible, scalable, and robust method of supporting input into WorldCat and Extended WorldCat (XWC) of various metadata schemas. The ability to process these files off-line in batch mode will reduce library costs and will grow the database in a fast and efficient manner.
The Metadata Capture Project is a massive effort that includes a Record Converter (due Dec. 31, 2001), Batchload Redesign (Summer 2002), and the creation of new Matching Algorithms (to be determined but sometime after July 1, 2002). Both the Record Converter and Batchload Redesign will function on the UNIX platform. The Matching Algorithms are being developed. While the new matching algorithms are being developed, matching will continue on the Tandem. This will allow OCLC to meet the needs of our users without interrupting service.
–Marianne Kozsely
Cataloging
Abridged WebDewey
Two additional members will join the WebDewey family of products in early 2002: Abridged WebDewey and Abridged WebDewey in CORC. The debut of these two products marks the first time that an abridged edition of the Classification has been available to its users in electronic form. The relationships between these two products will be analogous to those of the WebDewey products. Abridged WebDewey in CORC will be available to cataloging members within the CORC environment, and Abridged WebDewey, based on the same database and with an identical interface, will be available to all libraries, regardless of OCLC cataloging membership status, in a separate environment.
These two products will be based on the enhanced Abridged Edition 13 database, which has the contents of the one-volume print edition, published in 1997, all editorial updates, intellectually mapped LCSH, and mappings between abridged Dewey numbers and the latest edition of H.W. Wilson’s Sears List of Subject Headings. Statistically mapped LCSH will be added in the future. Some of the intellectual mappings in Abridged WebDewey come from Subject Headings for Children, an OCLC Forest Press print publication listing associations between abridged Dewey numbers and LCSH most frequently applied to children’s materials.
All web versions of the DDC are updated quarterly in terms of content and functionality. While adapting and changing the electronic versions of the Classification to keep pace with hardware and software innovations, OCLC Forest Press has also maintained a steady dialogue with users over the years and implemented many of the enhancement requests they have received in the course of such dialogue. One request was to give users the ability to annotate electronic versions to reflect local classification practices. This feature was implemented in Dewey for Windows and expanded significantly over time. It is also coming to all the web versions in 2002.
–Libbie Crawford
OCLC Arabic Cataloging
The OCLC Arabic Cataloging software moved from pilot to production in February 2001. The software is available at no charge to OCLC Cataloging members. With the software, you can easily add Arabic script to a romanized record with the automated transliterator tool. This can be used when you create original records, or it can be used to upgrade roman-only records that are currently in WorldCat. When you upgrade a record to add the Arabic script, you receive an Enhance credit. For more information about the software, please see http://www.oclc.org/oclc/arabic/. You can download the software from this site using your OCLC Cataloging authorization number and password.
–David Whitehair
OCLC Bibliographic Record Notification service
The OCLC Bibliographic Record Notification service (BibNote) complements the OCLC CORC service. CORC helps libraries identify and correct records containing problematic URLs. BibNote delivers an upgraded OCLC-MARC record automatically when an 856 tag has been added, changed or deleted. Using the two services together allows libraries to make quick work of URL maintenance. For libraries so profiled:
- BibNote will deliver an upgraded OCLC-MARC bibliographic record if an 856 field has been added to the master record whether the 856 contains a $u (URL) or $z (Public Note).
- BibNote will deliver an upgraded OCLC-MARC bibliographic record if the $u (URL) or the $z (Public Note) of the 856 field has been added, changed, or deleted in the master record.
- BibNote will deliver an OCLC-MARC BibNote record if the entire 856 field has been deleted from the master record.
–Julie Whitley
Cataloging and Metadata Services Interface
OCLC is working on developing a new Cataloging & Metadata services interface that will be introduced in July 2002. The new interface is based on CORC, CatExpress, CatME and Passport plus the knowledge that OCLC has gained from working with users over the years. We are taking the best features of these platforms and integrating them into the new interface, that will eventually replace all OCLC cataloging and metadata interfaces currently in use. In July the current CORC functionality will become part of this new interface, and CORC will no longer be a separate service.
To accomplish this, OCLC is adding monthly enhancements to the current CORC platform, modifying or adding new features to support cataloging of all types of material, not just electronic resources. Some of the enhancements being installed over the next several months include: editing and record status enhancements; workform, save file and constant data enhancements; user interface and terminology changes; produce/alternate produce enhancements; and CatExpress export. Significant user interface changes are also being usability tested prior to introduction.
Although the browser based system implemented in July 2002 will support cataloging of all types of materials, OCLC will continue to add enhancements, including an optional Windows-based set of tools for tasks not fully or efficiently accomplished by a browser. This toolset is currently scheduled for July of 2003.
Recent CORC enhancements include:
- NACO implemented in CORC (including authorities save file and constant data)
- Pathfinder enhancements (constant data, automatic record creation): There will continue to be no charge for pathfinder related activity through June 30, 2002. New pricing will be implemented effective July 1, 2002.
- Digital Archive Phase I
- CatExpress in CORC
–Chris Grabenstatter, Jim Simms
CatExpress
OCLC Cataloging Express service (CatExpress) has successfully migrated to the CORC environment. Basic functionality remains the same. New versions of the User Guide and the tutorial have been released to reflect the change in environment. To date, over 1000 libraries are now subscribed to CatExpress. OCLC is currently working on offering an alternative means of record delivery that will eliminate the overnight wait for records.
–Linda Gabel
OCLC Cataloging Label Program
OCLC is working on a new version of the Label Program. Version 1.21 will include fixes to problems reported with version 1.20. OCLC expects to release this new version of the Label Program for electronic download during 1st quarter 2002; it will be included on the OCLC Access Suite compact disc later during 2nd quarter 2002.
–David Whitehair
OCLC CatME for Windows
OCLC has been busy with upgrading the OCLC CatME for Windows software. Versions 1.20, 1.21, and 2.00 were all released within the last year! The newest version, 2.00, was released for electronic download in October 2001. Many user-suggested enhancements were implemented in this version, including support for NACO functionality for creating authority records. (See http://www.oclc.org/catme/versions/enhancements.shtm for a complete list of changes included in these three versions).
OCLC CatME 2.10 is coming soon! This version includes more enhancements, including support for telnetting to your local system to run macros between CatME and the local system. The software is currently in field test, which will run through the month of January. OCLC expects to release this version for electronic download in February 2002.
Next will be CatME 2.11, which will be a Spanish interface. The functionality in this version will match CatME 2.10. After CatME 2.11 is completed, OCLC will add both CatME 2.10 and 2.11 to the OCLC Access Suite compact disc. OCLC expects to release this compact disc during 2nd quarter 2002.
For more information on CatME and to download the software, please see http://www.oclc.org/catme/.
–David Whitehair
OCLC CJK and OCLC Multiscripts Z39.50 Client
As part of the OCLC strategic plan to develop and implement the new cataloging and metadata services platform, the enhancement of OCLC CJK and Z-client programs was placed on hold until the new OCLC database management system is established with the vernacular scripts support based on Unicode.
OCLC will focus on the CJK user base expansion, local CJK collections and quality database building. During the 2002 AAS in Washington, D.C. in April, OCLC will sponsor the CJK Users Group Annual Meeting and give a formal report. Working together, Metadata Services and OCLC Library Services will hold informal subject-focused meetings to provide product support services and gather user feedback and suggestions for the next generation CJK services.
–Hisako Kotaka
OCLC Keyword Searching
OCLC is working on implementing some new indexes in Keyword searching of WorldCat from the OCLC Cataloging, CORC, Interlibrary Loan, Selection, and Union List services. The new indexes will allow you to target your subject searches; they include LC subject headings, LC Children's Literature subject headings, Medical subject headings (MeSH), NAL subject headings, Canadian English subject headings, Canadian French subject headings, and Sears subject heading. OCLC expects to implement the new indexes during the first quarter of 2002; more information will be provided via the Logon Message of the Day and the OCLC Web site.
–David Whitehair
MARC Updates
OCLC completed a MARC Update in July 2001. The most significant changes were the introduction of several new subfields for recording URL's. Technical Bulletin 244 (http://www.oclc.org/technicalbulletins/244/) describes the changes. On December 16, 2001, OCLC implemented several new MARC codes from the Library of Congress's codes lists.
–Rich Greene
People, Places & Things
People, Places & Things provides a list of over 50,000 popular Library of Congress subject headings and pairs them with corresponding Dewey Decimal Classification numbers. Library users will find this new publication guides them to the right places to browse for information on topics that interest them. Classifiers will find that it can help them apply the DDC. Librarians in all types of libraries will find People, Places & Things a convenient aid to browsing and subject heading application.
–Libbie Crawford
OCLC Pinyin Conversion Project
For well over two years, OCLC has worked in close cooperation with the Library of Congress and the Research Libraries Group in the planning and testing of the massive Pinyin Conversion Project. October 1, 2000 was the mutually agreed upon date for the implementation of pinyin in United States bibliographic systems. Although cleanup and additional follow-up steps continue, the conversion of authority and bibliographic records in WorldCat from the Wade-Giles transliteration scheme to pinyin is substantially complete.
OCLC's conversion of over 152,000 LC authority records that represent headings used in Chinese language records was completed during October 2000. During December 2000 and into the early part of 2001, OCLC loaded over 172,000 Chinese language LC bibliographic records that had been converted by RLG. Chinese language bibliographic records are identified in WorldCat by the fixed field Language Code (008/35-37) "chi.". During May and June 2001, OCLC converted approximately 710,000 Chinese language bibliographic records in WorldCat. These included approximately 8900 converted Chinese language CONSER serial records. During October 2001, OCLC accomplished the conversion of nearly 25,000 non-Chinese language bibliographic records and an additional 1800 records for scores and sound recordings in WorldCat. These records were carefully selected by algorithms designed to find identifiable Wade-Giles text, and represent all of the non-Chinese bibliographic records that could be safely converted. In addition, OCLC restored Chinese vernacular data to about 4200 records from which it was inadvertently lost during the loading of the LC Chinese records converted by RLG. OCLC has also made software changes that will eliminate the longstanding problem of the occasional loss of vernacular data when national library records without vernacular data replace member input records that contain vernacular.
–Jay Weitz
PromptCat
Dewey libraries can now choose to truncate the Dewey number at a given number of digits past the decimal point. They can also choose to have PromptCat add a "j" at the front of their call number in the 092 field for juvenile materials.
We are working with several vendors to make them active with PromptCat. Those in the pipeline include Theodore Front Music, and The Bookmen. A press release will be sent out when they become active PromptCat vendors.
–Robin Buser
QC (Quality Control)
Through the end of November 2001, QC has received a total of 23,372 requests to change bibliographic records. This total also includes duplicate error reports. QC staff have manually merged 8,827 sets of duplicate records and have made changes and/or corrections to 5,104,464 bibliographic records in the WorldCat database, manually or via macros, as well as corrected a total of 4,788,158 records via automated scans.
Some of the cleanup of records via macros has included changes to the 245-field, first indicator values, GMDs (General Material Designation) on sound recording records and cleanup of data including punctuation on music records.
DDR (duplicate detection software) completed its fourteenth pass through the database on August 9, 2001, merging 58,254 sets of records for a grand total of 1,261,490 merges since the first pass beginning in June 1991.
By the end of January 2002, QC staff will have completed the first pass of clean up of LC class numbers. The first pass consists of searching the first three characters of invalid LC class number combinations with a truncation key. (Example: fin lc abc?) More than 100,000 records have been modified. The next pass of the file will repeat the first pass and pick up any new errors in the last eight months.
–Brenda Block
WebDewey
January will see the release of a significantly enhanced version of WebDewey in CORC, along with the initial launch of WebDewey, which will be available to all libraries, regardless of OCLC cataloging membership status. Both will be based on the same database, and the interfaces will be identical as well. Production of the Dewey for Windows CD-ROM will cease at the same time.
The DDC 21 database provides the content for both WebDewey and WebDewey in CORC. The database contains everything from the print Edition 21 of the Dewey Decimal Classification, as well as the many significant editorial changes that have been made to that material since its publication in four bound volumes in 1996.
–Libbie Crawford
WorldCat Collection Sets
Several netLibrary group sets have been created and new members are continuously being added to these groups. Some of our new electronic sets include IEEE Xplore, ACM Digital Library, and MIT Press CogSci Collection. KidsClick, APS Online, and National Academy Press are a few of the electronic sets that are currently in progress. The microform sets continue to be very popular among our users. As always, we are seeking cataloging volunteers. For additional information about WorldCat Collection Sets please see http://www.stats.oclc.org/wcs_list.html.
–Susan Walker
Collection Management
Automated Collection Analysis Service (ACAS)
OCLC Automated Collection Analysis Service (ACAS) offers precision subject analysis of the collections of one library or groups of libraries by publication date and other elements of the MARC record. The output reports for this age and content analysis are on a CD-ROM called "iCAS." Once an analysis has been completed, the iCAS output CD reports the libraries' results in both table and graphical format. This output medium allows libraries to view the data in the variety of standard established reports or export the data to Excel, Access or some other application to further manipulate the information provided. Demo discs for iCAS are available showing examples of both single institution analysis and multi-library comparisons. Comparisons of library collections against standard lists such as Books for College Libraries, Books for College Libraries and Booklist are also provided, as are comparisons with peer collections. ACAS projects are individually evaluated and a custom quote and project estimate can then be easily provided to the library or consortia. Automated collection analysis is an organized and logical approach to collection management, planning, growth and shared resource development. See http://www.oclc.org/western/products/ or contact Glenda Lins glenda_lins@oclc.org at OCLC Lacey Product Center for more information. A new ACAS Sales Kit has been completed and added to NetWeb, located at http://netweb.oclc.org/&/fh.sh/url=/netweb/newpost/oclc_acas_sales_kit.htm?query
–Glenda Lins
Language Sets
Language Sets added Spanish book and video sets in September and the response from the library community has been very good.
The Language Sets staff completed the painstaking process of selecting and acquiring the 2002 Annual sets for the four Asian languages and Russian. They are ready to take orders for the new sets immediately. Spanish Sets are selected every other month, so orders for new sets can be taken at any time.
Please direct everyone's attention to the new web site for Language Sets http://www.oclc.org/languagesets/. Since the Language Sets web site went "live" on Nov. 2, it has had nearly 850 "outside" visitors. Quantities and prices may vary so we now have separate order forms for each language.
With the first Spanish Set ordered, the library will receive two free posters that advertise that Spanish materials are available in their library. Two "Dewey in Spanish" posters and a set of colorful bookmarks are also included with the first order. Posters and bookmarks will soon be available for the Russian, Vietnamese, Chinese, Japanese, and Korean sets.
–Sandi Jones
General
Local System Vendor Access Program (LSVAP)
OCLC has established relationships through this program with a number of new vendors this year, and currently 35 vendors of Integrated Library Systems are on our mailing list. Regular communication between OCLC and vendors occurs, as OCLC makes its best effort to keep ILS vendors informed of OCLC plans for future development. OCLC is eager to work in partnership with Local System vendors to best serve libraries. A web page describing LSVAP http://www.oclc.org/navigation/vendors/automation was made available this year. Please contact the OCLC LSVAP coordinator, Cynthia Whitacre, for further information.
–Cynthia Whitacre
Metadata Contract Services
MARS Authority Control, Database Preparation and Enrichment Services
MARS authority control service provides basefile, current cataloging, and notification services to libraries wanting to create or update their authority file. Libraries implementing a new local system or joining a consortium would benefit from this service. OCLC MARS also offers table of contents record enrichment services (TOC) to libraries through Blackwell's and Syndetic Solutions and offers smart barcode generation. MARS is customizable to meet the individual library's needs. Additional information about MARS is available at http://www.oclc.org/western/products/mars/.
–Glenda Lins
Metadata Contract Services
Metadata Contract Services is looking forward to beginning work in the coming weeks on a rather large project for University of the West Indies. This project will consist primarily of books format materials, and a significant number of serials will also be included. Some projects currently underway in Metadata Contract Services include Columbia University; New York Public Library; University of California, Berkeley; University of Chicago; and Yale University.
Metadata Contract Services is in a good position to expand into more conversion of non-book format materials, and upcoming openings in the schedule mean work can begin on new projects as early as the first quarter of 2002. Now is a great time to consider Metadata Contract Services for all conversion needs!
Metadata Contract Services will soon begin cataloging a unique collection donated to the University of Edinburgh by a preeminent scholar and archaeologist, Dr. Homer L. Thomas. Not only did Dr. Thomas donate his personal library to the University of Edinburgh, he provided funding for the cataloging of this special collection as well. By donating funds for cataloging, Dr. Thomas is providing access to some of the most important archaeological manuscripts and publications of the 20th century.
Ingram Library Services and Metadata Contract Services recently announced a new alliance to provide libraries with improved services via the exchange of bibliographic information and metadata for videos several weeks prior to release date. Under the terms of the agreement, professional catalogers in Metadata Contract Services provide full cataloging records of new release videos supplied by Ingram, and these records are added to both WorldCat (the OCLC Online Union Catalog) and BookMARC, Ingram's cataloging database.
–Sandi Jones
*****
Some Additional News
Quality Control
Conversion of the GMDs $h [machine-readable data file] and $h [interactive multimedia] to $h [electronic resource] is essentially complete except for those with typographical errors, subfielding problems, etc. Conversion of the GMD $h [computer file] to $h [electronic resource] is about 50% complete.
In November 2001, LC's change of all its subject headings containing the word "handicapped" affected more than 100,000 records in WorldCat. Over 80% of those records have been updated to the new headings.
netLibrary
Jan. 11, 2002—Subject to a 10-day appeal period, final closing on the sale of netLibrary assets to OCLC Online Computer Library Center has been set for later this month, based upon approval granted today by the U.S. Bankruptcy Court for the District of Colorado. The sale includes both the eBook Division and the MetaText eTextbook Division of netLibrary. Both teams will remain in Boulder, Colorado. More public information will be forthcoming soon.
Ingram and OCLC to Provide Prerelease Video Cataloging Information
In October 2001, Ingram Library Services and OCLC announced a new alliance to provide libraries with improved services via the exchange of bibliographic information and metadata for videos several weeks before their release date. Under terms of the agreement, professional catalogers at OCLC will provide full cataloging records of new release videos supplied by Ingram. These records will be added to both WorldCat and Ingram's cataloging database, BookMARC. Because of the new agreement with Ingram Library Services, OCLC is now able to receive new video titles up to 12 weeks ahead of their general release dates. Ingram sends a screening copy of a video to OCLC, where it is cataloged in DVD, VHS and, if applicable, Spanish version formats.
WorldCat Now Contains More Than 500,000 Records for Digital Resources
Catalogers and other library professionals have entered over 500,000 records describing electronic resources into WorldCat. On Aug. 29, 2001, Linda Swope, OCLC Metadata Contract Services Division, entered the 500,000th record on behalf of OhioLink-a consortium of libraries from 78 Ohio colleges and universities and the State Library of Ohio. The record describes an electronic copy of Optical Networks Magazine.
Guidelines for Cataloging Electronic Resources
A newly revised version of "Cataloging Electronic Resources: OCLC-MARC Coding Guidelines" is now available on the OCLC Web site at http://www.oclc.org/connexion/documentation/type.htm. This revision incorporates changes necessitated by the implementation on 2001 December 1 of the new "Amendments 2001" to the "Anglo-American Cataloguing Rules, 2nd edition" (AACR2), in particular the revised and renamed Chapter 9, "Electronic Resources." Printed copies of the AACR2 "Amendments 2001" are available from the American Library Association (http://www.alastore.ala.org/), the Canadian Library Association (http://www.cla.ca/marketplace/clabooks.htm), and Library Association Publishing
(http://www.la-hq.org.uk/directory/publications.html). The major change reflected in the OCLC guidelines is the new General Material Designation (GMD) "[electronic resource]," although several other current practices have also been clarified in response to user questions. If you have printed out earlier versions of the OCLC document, please discard them. OCLC users should begin using the revised guidelines immediately.
Last updated: September 17, 2002
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